File Share Project

FAS File Share Engagement Council

Fileshare.harvard.edu

HUIT Communications and Collaboration Services (CCS)

FAS Engagement Council Mar. 13, 2019 10:00am – 11:00am 1414 Mass Ave, Rm. 561

• Co-chair report: Mary Ann Bradley & Susan DeLellis

• Project Updates and Website walk-through: Susan DeLellis

• FAS Desktop Profiles: Michelle Tutunjian, Matt Reader, Laurie Gamble

• FAS Early Adopter Migration planning: Laurie Gamble

• Next Steps: Susan DeLellis

Agenda

22

From the February 13, 2019 Session

Co-Chair Report

• Info Sharing: Premium Storage

Move on 3/15/2019

• One Drive Training & Adoption

Recap from the 2/13 Session

• Refine Desktop profiles for upgrades

• Best Practices and guidance for Group/Departmental folder structure

Follow–up Items

• Co-Chair Report: Mary Ann

Bradley/Susan DeLellis

• Project Updates and Website

Walkthrough: Susan DeLellis

• FAS Desktop Profiles: Michelle

Tutunjian, Matt Reader, Laurie

Gamble

• FAS Early Adopter Group

planning: Laurie Gamble

• Next Steps: Susan DeLellis

Agenda for Today

File Share FAS Engagement Council

3

FILE SHARE PROJECT DASHBOARDINDIVIDUAL FILE MIGRATIONS (ONEDRIVE)

CURRENT AS OF 3/8/19

779 760887

430

0 0 0 00

200400600800

1000

Users Migrated orDeleted

Data Migrated orDeleted (GBs)

Items Migrated orDeleted ('000)

Data Deleted (GBs)

Migration Metrics to Date

CA FAS

Summary Stats

196 Users Migrated 583 Users Deleted330 Data Migrated (GBs)430 Data Deleted (GBs)344 Items Migrated (‘000)542 Items Deleted (‘000)142 Users Trained

0142

0 20 40 60 80 100 120 140 160

FASCA

FAS CA

Training Participation

4

5

1,804

5,512

7,316

0

779

779

0 1,000 2,000 3,000 4,000 5,000 6,000 7,000 8,000

FAS

CA

TOTAL

FAS CA TOTAL% Total Users Migrated or Deleted 0% 14% 11%Users Migrated or Deleted 0 779 779Total To Be Migrated pr Deleted 1,804 5,512 7,316

(11%)

(14%)

(0%)

Migration Progress to Date – Users Migrated or Deleted

FILE SHARE PROJECT DASHBOARD

INDIVIDUAL FILE MIGRATIONS (ONEDRIVE)

CURRENT AS OF 3/8/19

fileshare.harvard.edu

Project site for all things File Share including:• Project goals

• Migration Events Schedules

• Training Registration

• User Guides

• Links to resources for file retention policies, data security classification, file management tools

• Project Progress

• Team Resources

Project Website Walkthrough

6

File Share Project Status

7

File Share OneDrive MigrationHardware/Software Requirements

Hardware Microsoft Office Operating System Version

Windows(SCCM reports)

365 ProPlus OS W10(includes OneDrive)

V1709 for Files on Demand

(Build min 16299)

MAC(JAMF / Casper)

2016(Version 10.10 required

for 2016)MAC OS

10.12 for OneDrive10.14 for Files-on-Demand

20 GB available space

FAS Windows Computers Office 365 ProPlus• 2,450 (89%) of FAS Windows user computers have

Office 365 ProPlus

• 315 (11%) of FAS Windows user computers do not have Office 365 ProPlus

FAS Mac Computers Office 2016• 1,676 (80%) of FAS Mac computers have Office 2016

or higher

• Office 2016 is not synonymous with the OneDrive sync application on Mac computers

• 420 (20%) of FAS Mac computers do not have Office 2016

• 185 may be eligible to upgrade

• 252 are not eligible because of Operating System or Hardware

Windows and Mac Microsoft Office

Office 20161,67680%

Not Office 201642020%

FAS Mac Computers Microsoft Office

Office 365 PP2,45089%

Not O365 PP31511%

FAS Windows Computers Microsoft Office

8The statistics are reflective of computers reporting in to HUIT Endpoint systems at a specific point in time. These numbers are subject to change.

For Mac users there are some decision points that have to be

considered:

• 1,421 FAS Mac Computers do not have the OneDrive sync

application installed

• 975 may be eligible to install the OneDrive sync application

• 446 are not eligible because of Operating System or other

requirements

Option A: Silent PushThe first option is a silent push. It pushes to the computer without any

interaction from the user since this application doesn’t require a

reboot. The only time the user would need to interact, is when they first

open the application. They will need to enter in their credentials and do the

initial set up.

Option B: Self-service (user goes to the portal to download)The second option is to communicate to the user to do the installation on

their own if they need the software. The user would go to the HUIT Self

Service portal, select OneDrive Software, and install at their leisure.

Mac OneDrive Sync Application Approach

Has OneDrive

1,676

54%

No OneDrive

1,421

46%

FAS Mac Computers OneDrive

Sync Application

9

Ready for Self-Service

Needs Encryption Update

Ineligible for Self-Service

Does Not Meet Min. Hardware Requirement

Refresh User Story To Remain On Win 7

Total Upgrades

FAS (Excludes HMDC/IQSS)

228 4 136 176 457 10 1011

• Ready For Self-Service – machines that have met all hardware and software requirements for upgrade. The upgrade option is available in the Software Center portal for the user to click and run at their convenience and takes approximately 2 hours to complete.

• Needs Encryption Update – machines that need assistance from a HUIT Field Support technician to update encryption to become eligible for self-service in-place upgrade. These field technician visits take approximately 30 minutes.

• Ineligible For Self-Service – machines that do not meet the HUIT requirements for Windows 10 in-place upgrade.

• Does Not Meet Min Hardware Requirement – machines that do not meet the Recommended and Minimum Hardware Requirements for Windows 10.

• Refresh – machines that are scheduled for refresh/replacement by the HUIT Deployment team before December 2019.

• User Story To Remain on Win 7 – project team presented with a case for machine to remain on Windows 7

These numbers fluctuate based on weekly SCCM data and are subject to change.

10

FAS Windows 7 to Windows 10 Upgrades

Windows 734%

Windows 1066%

Early Adopter Migration Planning

• Early Adopter Group: Former FAS IT

• Migration Schedule: Monday, 4/1 at 4 pm. + Wednesday, 4/3 at 4 pm.

• Communication:

• Intro email early February (~60 days in advance)

• Provide access as requested to file share

• Send reminders 2 weeks prior and day prior

• Next Steps:• Review hardware/software; mitigate as appropriate

• Send detailed report of file names/types to end users (generally managed by local dept contact)

• Send error report to migration candidates for correction (e.g. >400 characters in file name)

• Schedule migration day coverage with Field Support + Help Desk

• Schedule training

• Closing:

• Update statistics

• Submit request for decommissioning file shares

11

12

File Share OneDrive Migration

Size (Gb) Files Folders

606 Gb 283,365 38,165

24 Awaiting decision (work-in-progress)

4 To Be Migrated16 To Be Deleted

53 To be Deleted

Scope: 97 Unique Shares

44 Active53 Inactive

Former FAS IT: Early Adopter (EA) Group

44 Active 53 Inactive

• File Migration process discussion

• Work with remaining FAS areas on Desktop upgrades

• Best practice guidance for group/departmental file structure

• Develop FAS Migration schedule

Next Steps & Future Agenda Items

13

Questions & Feedback